How to Address an Item Total Exception Type

^{Last Updated: Jan 22, 2025}

---

Table of Contents

1. Item Total Exception Type
2. Checking the Bill Item's Total
3. Reviewing a Total Issue
4. Resolving a Total Exception
5. Leaving a Total Exception
6. Disputing a Total Exception

---

Bill exceptions appear on bills as part of the 3-way match process to ensure the bill matches with the order and receipt to make sure you aren't overpaying for items you've ordered. The Item Total Exception Type appears when a bill item’s total is greater than the linked order item’s total. There are several scenarios that can cause a total exception, and a different way to address the issue depending on the scenario. 

Item Total Exception Type

The Item Total Exception Type occurs when the bill item's total price is greater than the order item's total price. 

It is displayed on the Matching Tab under the Order section with an error badge around the bill item’s total.

 

Typically, a total exception is caused by there also being either a unit price exception or quantity exception. It is unusual to just have a total exception on a line item. Fixing the unit price or quantity exception typically fixes the total exception on the bill. 

More than one bill can be linked to the same order, and all of the bills can have the same bill item on them connected to the same order item on the order. The totals of the bill items are added together, and, if the bill item total goes over the order item total, the line item that triggers the total amount to go over triggers the exception. For example:

• On an order you have item 123456 Blue Gloves with a total of $20. 
• Bill 1 comes in with line item 123456 Blue Gloves with a total of $10. 
• Bill 2 comes in with line item 123456 Blue Gloves with a total of $11. 
• Bill 1 will not have a total exception because the total on the bill item is less than the total on the order item.
• Bill 2 will have a total exception because its total of $11 is added with the previous bill's total of $10 to get $21, which is over the order item total of $20. 

When a bill item is linked to an order item, the totals are compared to each other. Depending on the variance, the following scenarios will occur:

• If the total on the bill item is greater than the total on the order item, a total exception is thrown.
• If the total on the bill item is less than or equal to the total on the order item, there is no total exception. 

Some reasons why the bill item's totals might be different from the order item's totals are: 

• The vendor did their math wrong on calculating the total
• The vendor rounded up after calculating the total
• The vendor added taxes per line item instead of to the overall bill

Checking the Bill Item's Total

Sometimes, the bill item's total can be transcribed incorrectly from the bill. First, check to make sure the bill item's total matches the total that appears on the attachment. 

To compare the total on the transcribed bill item to the total of the item on the attached document, follow the steps below. 

• Click on the Attachments icon on the right drawer. 

 

• The Attachment drawer will open. 
• Compare the total of the item in the attachment to the total of the transcribed item.

 

If the totals match, move on to the next section. If the transcription of the total is inaccurate, follow the steps below to update it. 

• Make sure you are under the Transaction tab of the bill page. 

 

• Go to the Bill Items table and find the bill item. 

 

• Update the total of the bill item in the table. 

 

• Click the Save button in the bottom footer. 

 

Go to the Matching tab and find the bill item to see if the Total Exception has been resolved. 

• If the Exception tag on the bill item’s total is gone, the bill item's total is now less than or equal to the order item's total and no other exceptions exist.
• If the Exception tag on the bill item’s total is still present, follow the steps for reviewing a total issue. 

Reviewing a Total Issue

It's important to view the total variance between the bill item and the order item to ensure you don't overpay the vendor. To review the total exception:

• Go to the Matching Tab

 

• Click on the Bill Item’s row under the Order Tab

 

• The Bill Item Detail Modal will appear

 

• The modal lists all bill items in order of the bill’s created date that are connected to the linked order that have a bill item connected to the same order item of the current bill item that has the total issue. 

After viewing the variance in totals, ask yourself the following questions to determine if the bill item's total is incorrect: 

• Did the vendor add taxes to the individual bill items? 
• Did the vendor add shipping to the individual bill items? 
• Does the unit price times quantity equal the bill item total on the attachment? 

If you determine the total on the bill is correct, then follow the instructions for resolving a total exception.

If you determine the total on the bill is incorrect or are unsure, then determine how you want to proceed based on the variance of the bill.

• If the variance is small enough that you don't mind paying the bill and don't want to dispute the overcharge later, follow the instructions for resolving a total exception.
• If the variance is small enough that you don't mind paying the bill but want to dispute the overcharge later, follow the instructions for leaving a total exception.
•  If the variance is large enough that you want to withhold payment from the vendor and dispute the bill, follow the instructions for disputing a total exception.

Resolving a Total Exception

Resolving the item removes it from the 3-way matching algorithm which removes it from having any exceptions. This option should only be used if you are fine with paying the bill and not talking to the vendor about the issue later.

If there are no other exceptions on the bill, the bill should be moved into the approved bill stage. This option should only be used if:

• The bill item total included taxes and is correct
• The bill item total included shipping and is correct
• You are fine with paying the different in pricing now and don't need to be reimbursed by the vendor
• Need to get a 2-way or 3-way match on the bill

To resolve the item:

• Click on the Bill Item’s row under the Order Tab

 

• The Bill Item Detail Modal will appear

 

• Click on the Menu icon in the Bill Item’s table row

 

• Select the Resolve Exceptions option

 

• The exceptions are resolved and the matched quantity is removed. Exceptions will appear in a neutral tag to indicate there was an exception that was resolved.  

 

Leaving a Total Exception

Leaving the exception keeps the exception tag visible on the bill. This option should only be used if you are fine with paying the bill and potentially talking to the vendor about the issue later. If there are no other exceptions on the bill, it should be moved into the approved bill stage. We recommend leaving a comment on the bill about why an exception is still present if choosing this method. This option should only be used if:

• You are fine with paying the variance in pricing now and bringing it up with the vendor at a later time
• Don't need to get a 2-way or 3-way match on the bill
• Want to keep visibility into the exception

Disputing a Total Exception

Disputing the item should be done if the variance is above your accepted limit. The bill should be moved to the blocked bill stage while talking with the vendor. We recommend leaving a comment on the bill about why the bill is in the blocked stage if choosing this method. 

---